Meetings & Events Coordinator - Coronado, United States - Loews Hotels

Description

Meetings & Events Coordinator

Perched on its own 15-acre peninsula, Loews Coronado Bay Resort is a private oasis of tranquility near San Diego. This Coronado hotel offers views of the shimmering bay waters and the San Diego skyline. Welcome to Coronado's Secluded Water Escape.

The Meetings & Events Coordinator assists Event Managers, Catering Managers and/or Conference Managers in providing world-class contracting, preparation, coordination and servicing of group and social business. Coordinates proposals, contracts and M&E documentation to communicate contractual information, event details and changes in conference programs to appropriate hotel operating departments and partnering teams.

Essential Functions and Responsibilities

• Ability to juggle multiple tasks & projects with superb accuracy in a fast paced environment
• Strong administrative skills and attention to detail
• Exceptional customer service skills, over the phone and in person, with customers and internal departments
• Ability to manage different personalities, work styles and needs
• Write (or review) and distribute emails, correspondence memos, letters and customer specific communications as requested
• Assist in the preparation of regularly scheduled reports
• Assist with return phone calls. Qualify leads with additional details. Help clients with details on upcoming groups
• Coordinate reservations and amenities for Managers. Ensure room is ready and amenity delivered prior to arrival
• Assist with special project tasks, including mailings, sales blitz lists and other sales related activities
• Prepare contracts for Event and Catering Managers; merge, alter and distribute for a tentative booking
• Assemble proposals and regret correspondence for Event and Catering Managers
• Create Post Convention Reports, merge corresponding thank you letters
• Conduct Site Visit Tours as needed for Event and Catering clients
• Send first contact template response to Catering inquiries with basic hotel information
• Assist in managing execution of small one-day meetings or rooms only programs
• Work directly with Operations/Restaurant to help coordinate the handling of functions
• Communicate with Catering and Conference events to inform cut off dates, review pickup reports for straight-line availability
• Assist with event execution including walking meeting rooms to ensure set is accurate, greeting meeting planners in meeting rooms on event days, and communicating requests to appropriate department for execution
• Other duties as assigned

Qualifications

• Knowledge of the hospitality industry and exposure to sales
• Strong knowledge of Delphi, MeetingBroker and other key sales systems & technology
• Excellent communication, organization, written and guest relations skills
• Must be computer savvy and proficient in Microsoft Excel and Outlook
• Ability to write, speak and interact clearly and professionally
• Extremely organized. Strong multi-tasking and time-management skills.